Utility Bill Invoice - WebTMA 5

Path: Accounting > Utility Bill Invoice

Many utility companies provide more than one utility service and their invoices list more than one meter. Use the Utility Bill Invoice window to track multiple meter tickets and other related charges on an invoice record after a Utility Ticket has been entered. You can accumulate tickets and make partial payments if needed.

The window tracks multiple meters and other charges that do not apply directly to the meter. Add any Utility Ticket line items that apply to an invoice to track the various parts of the invoice.

Topics on the next pages discuss how Utility Bill Invoices are applied in other modules. Complete information about invoices is found at Help > Help Page / Invoice.

Vendor Utility Account Tab

Path: Material > Vendors / Utility Account Tab

Use the Utility Account Tab to enter separate accounts for different utility services provided by the same vendor. When utility companies provide more than one type of utility, use this Tab to record information about the various accounts used by the utility.

The accounts listed on the Vendor window are available for selection when you create a new Utility Bill Invoice record for the Vendor.

Utility Bill Invoice Fields

Only two fields on the Utility Bill Invoice / Identity Tab are required.

Ticket Date – Accept the default, the current date, or select another date for the record.

Vendor Name – Select the name of the utility vendor that submitted the bill.

The elective fields are:

Paid – Mark the Paid check box when the entire invoice is paid. Once you check Paid, the record cannot be edited.

PO Number – Include your purchase order number if your organization issues one.

Repair Center Code – Select the related repair center when applicable.

Ticket # – This is a read-only field that auto-numbers in sequence as entered.

Vendor Account – Select one of the account numbers recorded in Material > Vendors / Utility Account Tab.

How to Add Meter Lines to Utility Bill Invoices

Path: Accounting > Utility Bill Invoice

The information required to add line items to the Utility Bill Invoice window are different depending on whether the charges are for metered service or other fees. The Meter lines require a Utility Ticket number. Be sure you have entered your billing tickets in Organization > Utility > Utility Ticket before creating the Utility Bill Invoice record.

The following instructions outline how to create a new Utility Bill Invoice record. Until a record is marked Paid, you can add more lines for meters or other charges in Edit mode.

From the Utility Bill Invoice window:

1. Click Add on the WebTMA toolbar.

2. Complete the required fields and desired elective fields described in the previous topic.

3. Click the Add Detail Line link at the top of the grid to open the AP Invoice Detail Entry

4. Accept the default Meter radio button selection.

5. Select entries for the three required fields: Type, Meter, and Utility Ticket.

6. Click the Save

7. Click Save on the WebTMA toolbar.

How to Add Other Charge Lines to Utility Bill Invoices

At times, utility companies include charges that do not apply to the metered service. When you mark the Other radio button, the required fields change on the AP Invoice Detail Entry window. These instructions are based on using an existing Utility Bill Invoice record. See the previous topic, How to Add Meter Lines to Utility Bill Invoices, if you want to create a new record and substitute the following for step 3 and beyond for other charges.

To add other charges to Utility Invoices in Edit mode:

1. Click the Add Detail Line link at the top of the grid to open the AP Invoice Detail Entry
2. Click the Other radio button.
3. Complete all fields on the window.
4. Click the Save
5. Click Save on the WebTMA toolbar.